Migrating from WebCenter to Hyland OnBase

By: Karla Broadrick | Technical Architect & Team Lead

 

Ready for a change in your ECM platform?  Perhaps your organization is on an older unsupported version of WebCenter Content or WebCenter Imaging and the prospect of upgrading to the latest is overwhelming.  Maybe you are looking for an expanded feature set and future product roadmap that WebCenter simply doesn’t offer.  Or perhaps your organization owns both WebCenter and Hyland OnBase and you are looking to consolidate your footprint.  A move to Hyland OnBase might be the change you are looking for.

With experts in both WebCenter and OnBase, TekStream is uniquely positioned to assist your business with its digital transformation.  The TekStream team’s intimate knowledge of both WebCenter and OnBase allows us a deep understanding of how your current solution works, your current pain points, and future business needs.  With this understanding and OnBase expertise, we are uniquely equipped to assist you in designing an OnBase solution that will not only meet all of your current business needs, but also provide a stable platform with a product that continues to expand its features and offerings.

Below are some of the potential challenges that the TekStream team can help you navigate as you consider a migration to OnBase.

  • Metadata Model conversion: From Content Types, Profiles and Metadata to Document Type Groups, Document Types, and Keywords. How is the current metadata model best represented in OnBase?
  • Security: Securing your content is the utmost importance. TekStream can assist with mapping security groups and accounts to OnBase user group privileges and security keywords.
  • Document ingestion: How do you get documents into the system? Whether its document upload, scanning, email, or flat-file ingestion OnBase is capable of meeting your needs.
  • Workflow: TekStream can help you examine your workflow processes and determine how these should best be replicated in your OnBase solution. Or if you aren’t currently taking advantage of any workflow engine, OnBase can help streamline your business processes. TekStream will work with you to design and build out a tailored workflow to any number of business areas.
  • Executing the migration: Planning the logistics around the migration itself including extracting images and data from one system, transferring and importing it to the other.
  • Custom components and other custom functionality: Nearly every WebCenter implementation things that make it unique. Whether it’s custom components or other custom functionality that is integral to your business, it’s essential to make sure that this functionality is planned for in your OnBase implementation.

 

Contact TekStream today to learn more about we can help you migrate to Hyland OnBase!

TekStream Partners with Hyland to Provide Content Services

TekStream Partners with Hyland to Provide Content Services

TekStream now offering Hyland implementation and support services

ATLANTA, GA, February 28, 2019 — TekStream, an Atlanta-based technology company, and Hyland, a leading provider of information management solutions, are partnering to help organizations achieve their digital transformation goals by enabling seamless, end-to-end content management for their entire ECM process.

TekStream leverages a combination of business-consulting, implementation, managed services and recruiting expertise to help organizations manage the massive volumes of applications, content, Internet-based services, and machine data that have been created over the past decade as well as take advantage of next generation cloud-based solutions. Our implementation services for Hyland OnBase, an enterprise information platform, are designed to help our clients make the most out of their Hyland OnBase solutions while providing strategic vision and “Best Practices” to ensure their success.

“As a Hyland Partner, TekStream is committed to working hand-in-hand with our clients to create an approach and architecture that best fits both immediate needs and future growth,” said Troy Allen, Vice President of TekStream. “TekStream is able to leverage business consulting and technical implementation expertise along with Hyland OnBase product expertise to help organizations efficiently implements information management solutions from a department level to full-scale enterprise solutions. More importantly, we help customers find new ways to leverage those assets to fuel innovation, improve new customer relationships, improve business processes, and reduce costs as they look towards the next 5-10 years of growth.”

Our core offerings with Hyland include:
• Business Strategy and Design Services
• Enterprise Content Management Solutions
• Contract Management Solutions
• Case Management Solutions
• Accounts Payable Solutions
• Enterprise Portal Solutions
• Managed Services and Support
• Business and Technical Training

About TekStream
TekStream is an Atlanta-based technology solutions company that offers business and digital transformation, managed services, and recruiting expertise to help companies manage their applications, business processes, content, human capital, and machine data as well as take advantage of next-generation cloud-based solutions. TekStream’s IT consulting solutions combined with its specialized IT recruiting expertise helps businesses increase efficiencies, streamline costs, and remain competitive in an extremely fast-changing market. For more information about TekStream Solutions, visit www.tekstream.com or email Shichen Zhang at shichen.zhang@tekstream.com.

About Hyland 
Hyland is a leader in providing software solutions for managing content, processes, and cases for organizations across the globe. For over 25 years, Hyland has enabled more than 19,000 organizations to digitalize their workplaces and fundamentally transform their operations. Named one of Fortune’s Best Companies to Work For® since 2014, Hyland is widely known as both a great company to work for and a great company to do business with. For more information, please visit Hyland.com.

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The Top Five Records Management Problems and Why They Resemble Raising a Teenager

Here are five issues that you will encounter with dealing with both teenagers and record management.  These five records management problems come from observations that are firsthand experiences from client engagements across multiple industries, as well as from raising teenagers, and from actually being an ex-teenager.

  1. Clean up your mess before I have to do it.

Basic retention management (not necessarily full-blown records management) is a lot like having to clean your teenager’s room.  The teenager had ample opportunity to do it themselves, but failed or neglected to do so.  Your employees also have old, irrelevant, and often contradictory documents lying around, and have neglected to clean them out. This can cause records management problems down the road.

By scheduling the elimination of old, outdated content, the records manager is essentially acting as the parent with the broom and dustpan.

2. Be in this house before your curfew, or else.

No teenager likes to be told when they have to come home. However, if they are out past their curfew, usually it’s a recipe for disaster.

If you company records are not disposed in a timely fashion per legal mandates, it’s like they missed THEIR curfew.  Having such records in the house after their time is up also is a recipe for a legal disaster.

During post-mortem type follow ups, it’s often observed that a customer has records that need to be processed due to disposition rules being triggered, but the customer has failed to actually process the items.  A teenager could be simply grounded for missing curfew; your company’s punishment may be more severe. Simple steps can eliminate future records management problems.

3. You live in my house, you must follow my rules.

Teenagers typically hate the rules set forth by their parents.  Teenagers consider their lives to be their own business, where a parent shouldn’t infringe.

Employees often think that they are the owners of content, and can control who has access to it, and the company should not infringe.  This opinion is not true, the company owns it if created on company time and utilized company resources in such creation.  Company rules must apply to who keeps what, who sees what, how such items are retained, and so forth to avoid records management problems.  It’s the company that will go to court if legal issues arise when the “rules of the house” are not followed.

4. All my friends are doing it.

No two companies are the same.  Even if the companies perform near identical work, record keeping requirement rules can be substantially different between states and localities where your “friends” live.  (Besides, if your friends jumped off a cliff, would you do it?)

5.I forgot.

It’s amusing to see what a teenager “remembers” and what a teenager “forgets”.  Your employees “forget” from time to time, or are simply preoccupied with other, meaning “more interesting”, tasks.

Applying consistent record and retention policies removes the “I forgot” excuse for not disposing of old content and out of date records and prevents records management problems.

The five records management problems above illustrate raising teenagers and records management both are indeed similar.  They both seem to be thankless jobs in the moment, but when looking back in retrospect, both can be considered successful if consistent (and persistent) strategies are first deployed and then followed.

If you have questions about records management, please contact us today:

[pardot-form id=”15987″ title=”Blog – William Phelps – The Top Five Records Management Problems and Why They Resemble Raising a Teenager”]

 

Spring Cleaning Your Content: Essential Content Audit Techniques and Questions

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Spring Cleaning Your Content:
Essential Content Audit Techniques and Questions

By: Seth Ely | Solutions Analyst

It happens to almost everyone. Time for spring cleaning comes around and you decide it’s time to organize the garage, attic or basement. Once you undertake this organization project you may find that there are items that are completely obsolete (Pentium 2 computer parts), items that you forgot you had (an ab roller), and items that have been looking for but couldn’t find (your high school yearbook). Even though we own these items and most likely moved them all to their current location, our knowledge and understanding of the things we are managing can be somewhat flawed. A similar dynamic is often true of organizations who attempt to employ a comprehensive content strategy or structure content that was previously unstructured.

In order for an Enterprise Content Management strategy to be effective, models for security, metadata, and workflow need to be created which can facilitate the existing content and associated processes within an organization. However, a frequent problem in creating scalable Content Models is that the breadth and depth of content that will need to be managed is not fully known or understood.

In these cases, it is important to perform an Enterprise Content Audit. The audit of the content is designed to get a high-level list of the types of content in the organization and capture details about how the content is used. This exercise has direct inputs to the Content Model that will be created as part of the overall Content Strategy.

The Enterprise Content Audit can logically be broken into two main parts: Content Inventory and Content Analysis which are described below:

Content Inventory

When looking into the types of content that a particular organization utilizes, the source systems can vary widely from legacy content systems, to shared drives, to email.

It is important to have a really good profile of the content that exists within the organization. That being said, there is no one way to take inventory of the content. There is a continuum of detail from a full inventory, to a sample inventory, to a set of disparate examples that can all be part of the inventory process.

The ideal is to for the analyst to have access to the source systems and locations that currently house content. This will allow for automated processes to be used to profile the content and obtain various metrics that can inform the Content Analysis.

If the Content is exposed via a consumption site, the site can be indexed with a crawler to provide information about the presentation layer for the content. If there is a legacy system, techniques such as a dump of the database or an export can yield the desired information. In the case where content is on individual workstations, email, etc., it may only be possible to get example files.

The most important thing is to turn over enough rocks that the analyst has an accurate picture of the types of content that are present and can glean ancillary information about the content. This is the same process that happens when we start looking through boxes in our basements; by actually looking in the boxes, we learn things that we never would have known just relying on our memory and perceptions.

These learnings can then be used as a framework to drive the deeper content analysis process. In the absence of this step there is substantial risk that the rocks will be overturned after the Models have been established and introduce risk of substantial rework.

Content Analysis

As an output of the content inventory, there should be a high-level list of categories or grouping of content. For each of these groupings a number of questions can help define the Content Model and other specifications for a Content Management Implementation.

Below is a sample set of questions that can be used to elicit the type of information needed to create the full content model (metadata, security, workflow) and other specifications for a Content Management Implementation. For each of these questions, the as-is and to-be needs to be taken into consideration. Some of these questions can be partially answered based on the Content Inventory, others require stakeholder input.

  1. Where are these currently stored? (migration, integration)
  2. Who has to access these?  (security)
  3. What is this content used for?  What information do you use to find these? (metadata)
  4. How is this content currently organized?  (metadata)
  5. Where do the go to access these? (information architecture, consumption)
  6. Who can edit these? (security)
  7. Is there an approval process for these? (workflow)
  8. How long do you keep these? (retention)
  9. How many of these currently exist? (migration)
  10. How many of these are created each month? (performance)

It makes sense to capture the analysis details on the basis of the content inventory. Once we have these details, we can then begin the exercise of creating the models in the areas highlighted above. The business/functional user does not need to fully understand these concepts initially, but this process will create a model that allows that the system to be modeled according to the functional directives as expressed through the interview process. This is the most efficient and accurate way to establish requirements for a content-driven project.

Contact Us Today About Spring Cleaning Your Content

Essential Content Audit Techniques & Questions